Migrate from coreplus to HubSpot

coreplus clients map directly to HubSpot contacts. Core properties (name, email, phone, address, date of birth) map to HubSpot's standard Contact properties. No Company association is created unless the client is a business entity — your admin decides whether to also create HubSpot Company records for each client.

If your coreplus clients include business or organizational accounts (rather than individual patients), those records map to HubSpot Company objects. Individual client records attached to a business client map to Contacts with the Company as the parent AccountId lookup. This dual-object approach maintains the relationship hierarchy between organizations and their associated contacts, enabling proper segmentation and reporting in HubSpot based on company affiliations.

HubSpot has no native practitioner object. coreplus practitioners migrate as Contacts with custom properties: Practitioner_ID__c, Practitioner_Specialty__c, Practitioner_Position__c, Practitioner_Active__c, and Practitioner_Availability_Slots__c (serialized or as a related list via a custom appointment object). This approach preserves practitioner identity, credentials, and scheduling information within HubSpot's contact-centric model, enabling proper attribution of appointments and services to the correct practitioner.

coreplus appointment records (appointment date/time, practitioner, client, status, service type) map to HubSpot Meetings for the activity timeline and to a custom Appointment object that preserves appointment-specific fields not captured by HubSpot's native meeting properties. The custom object links to the practitioner Contact and client Contact via lookup fields.

HubSpot has no native invoice object. coreplus invoices migrate to a custom Invoice__c object with fields: Invoice_Number__c, Invoice_Date__c, Invoice_Status__c, Total_Amount__c, Amount_Paid__c, and a Client lookup to the Contact record. MYOB export data from coreplus supplements the invoice record where available.

coreplus service types (with fees and stock levels) have no HubSpot equivalent. We create a Service_Type__c custom object with Service_Type_Name__c, Default_Fee__c, and Is_Active__c. Appointment records link to this object via a Service_Type__c lookup so reporting on appointment types works in HubSpot.

coreplus referrers (referral sources with first/last name, email, phone, referrer type, and active status) map to a Referrer__c custom object with lookup to Contact for the referring professional. Alternatively, each referrer can be a Company record if the referrer is an organization.

coreplus availability slots represent practitioner calendars. These are not a native CRM concept in HubSpot. We serialize availability patterns into custom text fields on the Practitioner Contact record (Availability_JSON__c) and flag them for rebuild using HubSpot's meeting link or scheduling tools post-migration.

coreplus appointment statuses (e.g., Booked, Confirmed, Attended, No-Show, Cancelled) map to HubSpot Meeting status fields and to a custom Appointment_Status__c pick-list on the Appointment custom object. Each coreplus status value is mapped individually to its HubSpot equivalent, ensuring accurate representation of appointment outcomes in reports and dashboards. This mapping preserves the full lifecycle of each appointment from initial booking through completion or cancellation.

coreplus invoice statuses (Sent, Paid, Overdue, Void) map to a custom Invoice_Status__c pick-list on the Invoice__c object. Paid status sets Amount_Paid__c equal to Total_Amount__c. Void records are migrated with Invoice_Status__c = Void but excluded from financial reporting queues. This ensures accurate financial tracking in HubSpot while maintaining a complete audit trail of all invoice states, allowing your finance team to build reports that filter by status without including voided records.

The original coreplus client ID is stored as Source_System_ID__c on the HubSpot Contact for traceability, de-duplication in delta runs, and cross-referencing with appointment and invoice records during reconciliation. This field serves as the critical link between source and destination records, enabling accurate matching during incremental syncs and supporting audit processes that require tracing each contact back to its original system of record.

The original coreplus practitioner ID is preserved as Source_System_ID__c on the practitioner Contact record. This allows appointment records in the custom Appointment__c object to reference practitioners by their original ID without requiring a second ID resolution pass. By maintaining this linkage throughout the migration, we ensure referential integrity between appointments and practitioners while simplifying the data model in HubSpot.